Create a vendor

When you add a vendor, you can enter key descriptive information about that vendor and establish how you want to pay them, such as by check, credit card, or standard ACH.

To create a vendor:

• Go to Accounts Payable > Setup and select Add (circle) next to Vendors.

  After you enter details for a vendor, make sure to select Save.

Vendor tab

Enter basic information about the vendor on the Vendor tab. Here you can create a one-time use vendor and establish primary contact information.

1. Enter the Name as you want it to appear on lists and menus in your company.
2. Select One-time users to hide this vendor from the regular vendor list.

   To view one-time vendors, learn how to create a view that includes them.

   To view one-time vendors, select Include one-time use on the Vendor list page.

3. Enter tax identification information to calculate taxes.

4. Enter primary contact information.

   In the Print as field, enter the name as you want it to appear on printed payments and notices.

   When you create a new vendor, Intacct automatically creates a related contact record for you.

   The Print as fields is used in coordination with the Vendor ID to create the Suggested contact name, which is the unique contact ID used throughout Sage Intacct that cannot be edited after creation. This is also the name that appears in all lists and dropdowns.

   See Contacts for more detailed information.

5. Optionally, exclude this vendor from company contact list.

Additional information tab

Enter billing details, enable tax calculation, select email template options, and additional vendor organizational information (for example, if this vendor is a child of another vendor) on the Additional information page.

1. Optionally, assign a vendor type in the Type ID field.
2. If this vendor account is a subsidiary of another vendor, enter or choose the Parent vendor.
3. (German companies or entities only) Enter a DATEV ID to be used for the DATEV export.

4. (US companies with US vendors only) Set up a vendor for 1099 treatment by selecting 1099 eligible.

   If the vendor is already set up with 1099 default information, this checkbox becomes the Form 1099 link that you can select to make updates.

   Enter a 1099 name to appear on 1099 forms for this vendor.

   Using a vendor type?

   The default 1099 form and box on the vendor type overrides what you define on the vendor record. Learn more about how vendor types interact with 1099s.

5. (Australian companies or entities only) Include this vendor in your Taxable payments annual report (TPAR) by selecting Enable TPAR.

   When you enable TPAR for a vendor, payments that you make to the vendor during the financial year are included in the annual report. Intacct adds a TPAR tab to the vendor record, which you can use to record taxes you withheld or receipt of a Statement by a supplier.

   Enter a TPAR name to use for this vendor in the report, unless the TPAR name is the same as the Print as name.

6. Select or create a relevant Attachment.

   Learn more about who can add attachments.

7. To assign a default account for bill line items, select a Default expense account.
8. To prevent anyone from entering transactions against this vendor, select On hold.
9. To prevent anyone from paying bills from this vendor, select Do not pay.

10. Optionally, for VAT or GST tax solutions, assign a default tax schedule for this vendor:

    1. Select a Tax solution.
    2. Select a Default tax schedule from the list of tax schedules associated with that tax solution.

Contact list tab

On the Contact list tab, you can set up and attach contacts that have different locations or contact information from the initial default vendor information. Here, you can also add a Pay-to contact which you can print on payment documents.

Use contact records to manage multiple addresses for individuals and locations associated with the vendor. Get more details on vendor contact records.

1. Specify a Primary contact.

2. Specify a Pay-to contact.

   The Pay-to contact is what prints on payments for this vendor. However, you can print the pay-to contact defined on the bill at bill payment time.

   For VAT tax solutions, Intacct uses the contact tax group associated with the Pay-to contact to:

   • filter the list of tax details from which the user selects the tax category and tax rate to apply to line items in Accounts Payable transactions.
   • automatically calculate the tax to apply to line items in Purchasing transactions.

3. Specify a Return-to contact.

   If you're using Advanced Tax or Avalara AvaTax in Purchasing, this field is required unless 'Deliver to' contacts are enabled in the Configure Purchasing page. If 'Deliver to' contacts are not enabled, Intacct uses the Return-to contact in the tax calculation in purchasing transactions:

   • Advanced Tax. The contact tax group associated with the Return-to contact is used.
   • Avalara AvaTax. The address associated with the Return-to contact is used.
4. If you need to specify a dedicated 1099 contact for printing purposes, select one from the dropdown.

Payment information tab

Determine what information to default on transactions and payments for this vendor. Here, you can also set up an automatic payment notification for a vendor.

The following options are all optional, but can help with reducing data-entry tasks and improving reporting and insight into vendor and bill information.

1. Choose the Preferred payment method.

   When you select a preferred payment method for each vendor, you can use this information to filter the Pay bills list by preferred payment.

2. By default Merge payment requests is selected.

   This means that when you select multiple bills for this vendor at once on the Pay bills page, all bills are combined into one payment request.

   Alternatively, you can choose to leave this unchecked and have one payment request created for each bill for this vendor.

   You can override either setting on the Pay bills page.

3. Select to Send automatic payment notification to the vendor when a bill has been paid.

   Payment notifications are sent to the primary email address listed in Pay-to contact. The Print as name defined on the Vendor tab is used in the email greeting line.

   If the Pay-to contact is "Same as vendor," the "Print as" name and email addresses from the Vendor tab will be used for notifications.

   Learn more about notifying vendors that they've been paid and how to include secondary email addresses, if needed.

4. Determine how to bill the vendor by selecting a Vendor billing type:

   • Open item: Show all bills, adjustments, and payments as line items on a statement.
   • Balance forward: Consolidate previous months bills, adjustments, and payments to a single line item.

5. Optionally, select a default Payment priority to assign to new bills from this vendor.

   When you use the Pay bills page, you can create advanced filters that filter for and sort by the payment priority.

   If you define a Payment priority for the vendor and later want to add a bill with a different priority, you can override the default value during bill entry.

6. Select a Term extended to you by the vendor

   Examples

   • 2/10 Net 30: Due within 30 days, but a 2% discount can be taken if paid within 10 days. (Non-VAT)
   • Net 30: Due within 30 days.
   • Net 15: Due within 15 days.
   • Upon receipt: Payment to be sent immediately upon receipt of a bill.

   More about AP terms.

7. Select a Default bill payment date to define how the Recommended to pay on date is calculated on bills.

   When you create bills for this vendor, Intacct fills in the Recommended to pay on date field based on the settings you chose for this field. Default bill payment date is optional. If you leave this undefined, Intacct leaves the Recommended to pay on date empty.

   In Pay bills, you can use Advanced filters to filter by the Recommended to pay on date.

   1. Select the date to use to calculate the Recommended to pay on date.

      • Due date: Uses the Due date that was calculated using the selected Term, then adjusts this based on the number of days you enter as an offset. Requires that you select a Term, either in the vendor record or the bill.
      • Bill date: Uses the date entered for the bill, adjusted for the number of days you enter as an offset. Does not require that a Term be defined.
      • Discount date: Uses the discount details in the selected Term to calculate the discount date. No offset is used. Requires that the selected Term includes a discount.
   2. If you selected Due date or Bill date, select Add or - from the dropdown to calculate an offset from this date.
   3. Enter the number of days to use as an offset from the date you selected.

   For example, if you want the Recommended to pay on date to be 5 days before a bill is due, select Due date, then -, and then enter 5.

8. In the Vendor account number section, enter the account Number the vendor has assigned to you.

   You can have multiple account numbers with the same vendor.

   Where the vendor account number appears on printed checks

   When you pay by check, the vendor account number appears on the check face or vendor stub. This makes it easy for the vendor to match the payment information with the bill that's being paid.

   • If the payment is associated with bills from only one entity

     The vendor account number prints in the Memo field on the check face.

   • If the payment is associated with bills from more than one entity

     The vendor stub includes a Vendor Acct # column that displays the vendor account number associated with each payment covered in the check.

Bank file tab

Enable a vendor to receive standard ACH or bank file payments on this tab. Here, you can specify account information for where payments for this vendor should be deposited.

Enable the vendor to receive standard ACH payments

This step is only part of the process for enabling standard ACH payments in your company.

1. Select to Enable ACH payments for this vendor.

2. In the ACH payment section, enter the following:

   • Routing number
   • Account number
   • Account type

   • Account classification

     Specifies whether the vendor account is a personal or business account. For business accounts, select the classification code that your bank uses for ACH payments made to business accounts.

     • If the vendor is an individual contractor using a personal account, choose Personal (PPD).
     • For business accounts, find out from your bank whether to choose Business (CTX) or Business (CCD).

     This field only applies to standard ACH.

   Do not see these options?

   For security reasons, there are separate permissions for vendor payment information. Ask your administrator for permissions for Accounts Payable Vendors: Bank details.

3. Select Save.

Enable the vendor to receive bank file payments

This step is only part of the process for setting up a vendor for bank file payments. Learn about the entire process for enabling bank file payments, and what to do next.

1. Select to Enable bank file payments for this vendor.

2. In the Bank file payments section, select the country associated with this vendor.

   For example, Australia, South Africa, or the United Kingdom.

3. Enter the vendor details for the bank file according to the country that you select.
4. Select Save.

Payment providers

Enable your vendor to receive payments through a payment service like Vendor Payments powered by CSI. Get a detailed description on the setup process for vendors and checking accounts.

Restrictions tab

On this tab, you can restrict vendors to only appear for use at the top level company or for specific locations and departments.

This tab only appears if your multi-entity company is configured for restrictions. Learn more about restricting vendors.

1. Select one of the following to specify who can view and post transactions against this vendor:
   • Unrestricted vendor: The top level and all entities within the multi-entity structure.
   • Restricted to top level only: Only the top level of the multi-entity structure.
   • Restricted vendor: Only the chosen locations, location groups, departments, or department groups within the multi-entity structure.

   When you restrict a vendor to the top level, their transactions appear on the aging report only if the report is not filtered by location.

2. Select a location or location group for this vendor
3. Select a department or department group for this vendor.
4. Select Save.

Item cross references tab

Your vendors and you often use different identifiers (or SKUs) to refer to the same item. Use item cross references, or aliases, to match the vendor identifier for an item to the item ID you use. These cross references make transaction entry easier and more robust.

For example, when you create a purchase order and select the item ID, you can use the Cross-reference item ID dropdown to find the identifier the vendor uses. Thus, the vendor knows exactly what you want.

Learn more about item cross references.

Field	Description
Item ID	The item in your Sage Intacct company that you're creating the cross reference for.
Cross-reference item ID	The identifier that the vendor uses in their company to refer to the item.
Cross-reference item description	A description for the cross-reference item.
Unit	The unit for the cross-reference item. The selectable values are the units that are defined for the item's UOM group. For example: Each, Pair, or Dozen.

1. From the Item ID dropdown, select the item ID you use to identify the item.
2. In Cross-reference item ID, enter the identifier the vendor uses to identify the item.
3. In Cross-reference item description, you can enter information about the cross-reference item.
4. In Unit, select the unit for the cross-reference item.

TPAR tab

For vendors with TPAR enabled on the Additional information tab, use this tab to record the following:

• Taxes that you withheld from a vendor
• Receipt of a Statement by a supplier

This information is included in the TPAR for the financial year that you select. Learn more about the Taxable payments annual report.

1. In Location, select the entity where services were provided.
2. In Year, select the financial year this entry applies to.
3. In Form box, select either Total tax withheld or Statement by supplier.

   When you select Statement by supplier, Yes is automatically entered as the Value.

4. For total tax withheld, enter the amount withheld in Value.

Vendor compliance tab

Use the Vendor compliance tab to add, edit, and delete compliance records. This tab contains insurance, miscellaneous, and lien waiver compliance records associated with a vendor.

Construction subscription is needed. To enable a Construction subscription, contact your Sage Intacct account manager. Regional support for Construction is limited to the United States, Canada, Australia, and the United Kingdom.

Learn more about the Vendor compliance tab.